P a g e 1 | 5 Tuesday, January 24, 2017 Date: Tuesday, January 24, 2017, 6:00 PM Location: Farmington Sr. Center, Farmington, AR 2017 Annual Meeting Agenda Valley View Estates, POA REMINDER: Stay informed by visiting our website at http://valleyviewestatespoa.com and the Valley View POA Facebook Group! 1. Call to Order a. The meeting was called to order at 6:06 PM by William Stephenson. b. Declaration of Quorum. A quorum was declared. 2. Introductions a. Board Members: i. President: William Stephenson ii. Vice President: Vacant iii. Treasurer: Vacant iv. Secretary: Andrea Foren Rennie v. Board Member: Irvine Williams vi. Board Member: Rebecca Doering vii. POA Billing Services Representatives: Philip Miley and Sandra Miley b. Communities Unlimited: Jerry Kopke c. Engineering Services, Inc.: Jeff Dehnhardt (also a Valley View POA member) 3. Discussion of Recurring Items: The members, upon motion duly made, seconded, voted unanimously to accept the minutes as transcribed from the previous annual meeting. a. Minutes from the January 2016 Regular Annual Meeting b. Minutes from the September 2016 Special Meeting (Agenda with Treasurer’s Report) 4. Sewer Update: from Jerry Kopke and Jeff Dehnhardt a. Former board members of the Washington County Sewer Improvement District No. 5 (Sewer District) resigned. b. The Sewer District now has 3 new board members/commissioners c. Valley View POA members now pay Washington Water Authority (WWA) monthly fee, which is then provided by WWA to the Washington County Sewer Improvement District No. 5 for sewer service. d. Currently transporting effluent to Prairie Grove with trucks e. Working on getting system upgraded to be able to obtain a permit with ADEQ f. The Sewer District will decide what final course of action is the most feasible and in the best interest of the entire sewer district. g. An update was provided by the Odon Law Firm pertaining to legal actions.
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P a g e 1 | 5 Tuesday, January 24, 2017
Date: Tuesday, January 24, 2017, 6:00 PM Location: Farmington Sr. Center, Farmington, AR
2017 Annual Meeting Agenda Valley View Estates, POA
REMINDER: Stay informed by visiting our website at http://valleyviewestatespoa.com and the Valley View POA Facebook Group!
1. Call to Order
a. The meeting was called to order at 6:06 PM by William Stephenson. b. Declaration of Quorum. A quorum was declared.
2. Introductions
a. Board Members: i. President: William Stephenson
ii. Vice President: Vacant iii. Treasurer: Vacant iv. Secretary: Andrea Foren Rennie v. Board Member: Irvine Williams
vi. Board Member: Rebecca Doering vii. POA Billing Services Representatives: Philip Miley and Sandra Miley
b. Communities Unlimited: Jerry Kopke c. Engineering Services, Inc.: Jeff Dehnhardt (also a Valley View POA member)
3. Discussion of Recurring Items: The members, upon motion duly made, seconded, voted unanimously
to accept the minutes as transcribed from the previous annual meeting. a. Minutes from the January 2016 Regular Annual Meeting b. Minutes from the September 2016 Special Meeting (Agenda with Treasurer’s Report)
4. Sewer Update: from Jerry Kopke and Jeff Dehnhardt
a. Former board members of the Washington County Sewer Improvement District No. 5 (Sewer District) resigned.
b. The Sewer District now has 3 new board members/commissioners c. Valley View POA members now pay Washington Water Authority (WWA) monthly fee, which is
then provided by WWA to the Washington County Sewer Improvement District No. 5 for sewer service.
d. Currently transporting effluent to Prairie Grove with trucks e. Working on getting system upgraded to be able to obtain a permit with ADEQ f. The Sewer District will decide what final course of action is the most feasible and in the best
interest of the entire sewer district. g. An update was provided by the Odon Law Firm pertaining to legal actions.
5. Treasurer’s Report: Current information as of 12/31/16
6. New Business Discussion
a. The following items were discussed before new business began: i. Concrete wash out area of concern
ii. Farmington Police requested to patrol Club House Pkwy around time after school dismisses.
iii. Welcoming Committee was formed with members including Tammi Kishner and Jeri Ann Olson. The board will meet with the Welcoming Committee and construct a plan on how to welcome new residents into the neighborhood.
iv. Having a group rate for lawn treatment and mowing is desired. The board will look into this.
b. On September 28, 2016, the Valley View POA Board cancelled the contract with Red Door / Bridges Realty.
c. Covenant violation complaints need to me reported by submitting the information in one of the following three methods below. See form included in this packet.
i. Place the completed form in the soon to be installed drop off box at the corner of HWY 170 and Club House Pkwy.
ii. Mail the form to the Valley View PO Box iii. Email the information
d. On November 04, 2016, the board advertised in the NWA Times for billing services. A total of 8 firms/individuals were directly contacted. The deadline for response from interested parties was November 18, 2016. The board received a total of 4 responses. The board voted in favor of awarding the work to Philip and Sandra Miley, which are Valley View POA members. Mr. Miley is a retired CPA. Philip and Sandra Miley have the experience and knowledge to assist with billing services.
e. Website upgrade: POA Board is in the process of obtaining quotes for a new website, which will i. Be designed with a focus on promoting our neighborhood and attracting potential
buyers ii. Include items on the current website and more
iii. Formatted to be mobile device friendly iv. Include a member violation reporting section where POA members can self-report
violations in the neighborhood f. Yard Sale date for spring 2017: Date was set for Saturday, May 06, 2017 (first Saturday in
May). Members must obtain permits from the City in which they reside. Watch the Facebook page or website for updates. Yard sale date will be posted on Facebook, advertised in the NWA Times, and signs will be put up throughout the neighborhood the week of the yard sale.
g. The board intends to purchase new yard sale signs for 2017. h. 2017 Annual Picnic/Social will likely be held the first weekend of June. The finalized date will be
set and sent to all members. i. Improvements and projects completed through 2016
P a g e 3 | 5 Tuesday, January 24, 2017
i. Common areas were maintained (medians along Club House Pkwy and entrances at HWY 170 and HWY 62).
ii. The POA Board organized the annual summer picnic and held a sewer update. This was held at the Farmington Senior Center on 06/04/16.
iii. Landscaping was upgraded/cleaned up at HWY62 and Richardson Rd. This entrance sign and planter bed is owned by Rausch Coleman; however, it was improved by the Valley View POA for an improved appearance of the neighborhood as whole. Improvements also included a couple of new reasonably priced solar lights.
iv. Clean up was completed around the pavilion area at the HWY 170 entrance. v. New doors were painted and installed in the guard shack.
vi. New street sign at HWY 170 and Club House Parkway was repaired/installed. The former one was severely weathered and fell over.
vii. The existing Valley View POA logo was cleaned up and re-worked. It will be used on all official Valley View POA correspondence.
j. Capital Improvement Feedback for 2017 i. In process: Working on finalizing a quote to have house address numbers painted on the
curb for all members. This cost should be under $5,000. ii. Replace damaged lighting in medians on Club House Parkway
iii. Irrigation system is likely to need improvements/repairs and will be repaired as needed iv. Other suggestions for the board to consider
1. Better lighting at center sections and intersections within the neighborhood 2. Stop sign at E Creek Lane and Club House
7. Summary of Neighborhood complaints and volunteers:
a. Mr. Irvine Williams gave a summary to the membership about what it means to be a good neighbor and things neighbors can do to help each other. Members were reminded to be respectful of each other.
b. Mr. Irvine Williams provided and explained the new Violations form and gave a summary of common violations.
c. It was brought to attention of that the new violation form is included with the packet distributed at the meeting.
d. Mr. Irvine Williams encouraged the members to volunteer and get involved in the community.
8. Board Member Elections (& Nominations from the floor) a. Andrea Rennie provided a summary of how the election process works. b. All board members terms are up. New elections were held for 7 members after discussion. The
POA Board meets approximately 1 time per month, date and time can be standardized once elections are held. The current board suggests the following to ensure experience remains on the board at any given year:
i. Position 1, two year term: Gary Tuller (volunteered at the meeting) ii. Position 2, two year term: Linda Hagers (volunteered at the meeting)
P a g e 4 | 5 Tuesday, January 24, 2017
iii. Position 3, two year term: Mike Petrie (absent from the meeting but nominated by Howard Robinson)
iv. Position 4, one year term: Rebecca Doering (volunteered at the meeting) v. Position 5, one year term: William Stephenson (volunteered at the meeting)
vi. Position 6, one year term: Andrea Rennie (volunteered at the meeting) vii. Position 7, one year term: Irvine Williams (volunteered at the meeting)
c. Given that there were 7 volunteers and 7 board member positions, the membership voted to elect the new board members by acclamation. Existing board members will be appointed for single year positions and new members will be appointed for a two year term.
d. By standard parliamentary procedures, the elected board members will vote for President, Vice President, Secretary and Treasurer after the meeting.
9. Adjournment
a. The meeting was adjourned at approximately 7:35 PM
P a g e 5 | 5 Tuesday, January 24, 2017
VALLEY VIEW ESTATES, POA BOARD OF DIRECTOR’S SPECIAL MEETING
Tuesday, January 24, 2017 Immediately following the 2017 Annual Meeting
1. Call to Order: Meeting was called to order at 7:53 PM after the adjournment of the 2017 annual meeting.
2. Election of Officers: Officers were elected as indicated below. Each position was voted on after a motion and second, by the individual indicated. Each motion for office was voted on unanimously by all board members present. a. President: William Stephenson
i. Motioned by: Irvine Williams ii. Seconded by: Rebecca Doering
b. Vice President: Irvine Williams
i. Motioned by: Rebecca Doering ii. Seconded by: William Stephenson
c. Treasurer: Linda Hagers
i. Motioned by: William Stephenson ii. Seconded by: Gary Tuller
d. Secretary: Andrea Foren Rennie
i. Motioned by: William Stephenson ii. Seconded by: Linda Hagers
3. New Business:
a. Secretary Andrea Rennie will draft up minutes from the annual meeting and distribute to all board members for review, comment, and input.
b. Next board meeting was set for February 02, 2017 at 6:30 PM at the home of Irvine and Mary Williams.
P a g e 1 | 3
Tuesday, January 24, 2017
Date: Tuesday, January 24, 2017, 6:00 PM
Location: Farmington Sr. Center, Farmington, AR
2017 Annual Meeting Agenda Valley View Estates, POA
REMINDER: Stay informed by visiting our website at http://valleyviewestatespoa.com
and the Valley View POA Facebook Group!
1. Call to Order
a. Declaration of Quorum
2. Introductions
a. Board Members:
i. President: William Stephenson
ii. Vice President: Vacant
iii. Treasurer: Vacant
iv. Secretary: Andrea Foren Rennie
v. Board Member: Irvine Williams
vi. Board Member: Rebecca Doering
b. Communities Unlimited: Jerry Kopke
c. Engineering Services, Inc.: Jeff Dehnhardt (also a Valley View POA member)
3. Discussion of Recurring Items: Approval of Minutes. Action needs to be taken to approve the
following minutes (copies available for review). These are also posted on the website.
a. Minutes from the January 2016 Regular Annual Meeting
b. Minutes from the September 2016 Special Meeting (Agenda with Treasurer’s Report)
4. Sewer Update: from Jerry Kopke and Jeff Dehnhardt
a. Former board members of the Washington County Sewer Improvement District No. 5 (Sewer
District) resigned.
b. The Sewer District now has 3 new board members/commissioners
c. Valley View POA members now pay Washington Water Authority (WWA) monthly fee, which is
then provided by WWA to the Washington County Sewer Improvement District No. 5 for sewer
service.
d. Currently transporting effluent to Prairie Grove with trucks
e. Working on getting system upgraded to be able to obtain a permit with ADEQ
f. The Sewer District will decide what final course of action is the most feasible and in the best
interest of the entire sewer district.
5. Treasurer’s Report: Current information as of 12/31/16
P a g e 2 | 3
Tuesday, January 24, 2017
6. New Business Discussion
a. On September 28, 2016, the Valley View POA Board cancelled the contract with Red Door /
Bridges Realty.
b. Covenant violation complaints need to me reported by submitting the information in one of the
following three methods below. See form included in this packet.
i. Place the completed form in the soon to be installed drop off box at the corner of HWY
170 and Club House Pkwy.
ii. Mail the form to the Valley View PO Box
iii. Email the information
c. On November 04, 2016, the board advertised in the NWA Times for billing services. A total of 8
firms/individuals were directly contacted. The deadline for response from interested parties
was November 18, 2016. The board received a total of 4 responses. The board voted in favor
of awarding the work to Philip and Sandra Miley, which are Valley View POA members. Mr.
Miley is a retired CPA. Philip and Sandra Miley have the experience and knowledge to assist
with billing services.
d. Website upgrade: POA Board is in the process of obtaining quotes for a new website, which will
i. Be designed with a focus on promoting our neighborhood and attracting potential
buyers
ii. Include items on the current website and more
iii. Formatted to be mobile device friendly
iv. Include a member violation reporting section where POA members can self‐report
violations in the neighborhood
e. Yard Sale date for spring 2017: Date to consider is Saturday, May 06, 2017 (first Saturday in
May). Members must obtain permits from the City in which they reside. Watch the Facebook
page or website for updates. Yard sale date will be posted on Facebook, advertised in the NWA
Times, and signs will be put up throughout the neighborhood the week of the yard sale.
f. The board intends to purchase new yard sale signs for 2017.
g. 2017 Annual Picnic/Social will likely be held the first weekend of June. The finalized date will be
set and sent to all members.
h. Improvements and projects completed through 2016
i. Common areas were maintained (medians along Club House Pkwy and entrances at
HWY 170 and HWY 62).
ii. The POA Board organized the annual summer picnic and held a sewer update. This was
held at the Farmington Senior Center on 06/04/16.
iii. Landscaping was upgraded/cleaned up at HWY62 and Richardson Rd. This entrance sign
and planter bed is owned by Rausch Coleman; however, it was improved by the Valley
View POA for an improved appearance of the neighborhood as whole. Improvements
also included a couple of new reasonably priced solar lights.
iv. Clean up was completed around the pavilion area at the HWY 170 entrance.
v. New doors were painted and installed in the guard shack.
P a g e 3 | 3
Tuesday, January 24, 2017
vi. New street sign at HWY 170 and Club House Parkway was repaired/installed. The
former one was severely weathered and fell over.
vii. The existing Valley View POA logo was cleaned up and re‐worked. It will be used on all
official Valley View POA correspondence.
i. Capital Improvement Feedback for 2017
i. In process: Working on finalizing a quote to have house address numbers painted on the
curb for all members. This cost should be under $5,000.
ii. Replace damaged lighting in medians on Club House Parkway
iii. Irrigation system is likely to need improvements/repairs and will be repaired as needed
iv. Other suggestions for the board to consider
7. Board Member Elections (& Nominations from the floor)
a. All board members terms are up. New elections need to be for at least 5 members. The POA
Board meets approximately 1 time per month, date and time can be standardized once
elections are held. The current board suggests the following to ensure experience remains on
the board at any given year:
i. Position 1, two year term
ii. Position 2, two year term
iii. Position 3, two year term
iv. Position 4, one year term
v. Position 5, one year term
vi. Position 6, one year term
vii. Position 7, one year term
b. Each position needs to be voted on unless only 5 members are interested. If only 5 members
are interested, the membership may vote by acclamation and elect 5 members by one single
vote.
c. By standard parliamentary procedures, the elected board members will vote for President, Vice
President, Secretary and Treasurer.
8. Adjournment
2016 2015
Beginning Cash Balance January 1 $ 51,013.07 $ 37,034.90 Arvest Bank
Revenue-Cash Receipts
4100 Membership Dues 58,494.31 48,730.89
4200 Other Income 6.10
Total Revenue $ 58,500.41 $ 48,730.89
Expenditures
5100 Advertising 256.60 497.53
5105 Website Maintenance 360.00 400.00
5110 Bank Charges 55.43 35.32
5115 Bankcard fees 65.00 0.00
5120 Insurance 764.00 837.00
5130 Quickbooks 222.60 109.37
5140 Legal & Professional Sewer Suit 20,985.15 0.00
5145 Legal Fees-Other 3,390.90 281.20
5147 Management Firm 3,516.25 6,109.98
5150 Office Supplies and Expenses 1,004.93 633.46
5155 Annual Meeting and Picnic 1,339.77 1,063.31
5160 Lawn Maintenance 11,504.69 18,393.49
5165 Repair & Maintenance 1,698.81 0.00
5170 PO Box Fee and postage 1,308.00 900.19
5180 Utilities-Water 4,709.73 5,329.87
5185 Utilities-electric 798.93 in above account
5191 Other General and Admin Expenses 50.00 162.00
Total Expenditures $ 52,030.79 $ 34,752.72
Net Operating Revenue $ 6,469.62 $ 13,978.17
Red Door Mgmt Escrow Refund $ 5,000.00
Ending Cash Balance December 31 $ 62,482.69 $ 51,013.07 Arvest Bank
Monday, Jan 02, 2017 09:43:24 AM GMT-8 - Cash Basis
January - December 2016 & 2015
Valley View Estates Property Owners' Association
Treasurer Report
Common Restrictive Covenant Violations Last updated 01/09/2017
The covenants and bylaws of the Valley View POA are in place to preserve property values in our
neighborhood. For a complete listing of covenants, visit the Valley View POA website at
www.valleyviewestatespoa.com.
The purpose of this listing is to inform residents of common complaints the POA Board has received during the
past year and to help bring awareness to POA members about our covenants. Please be advised the listing is
not inclusive of all restrictions in the neighborhood.
1. Parking on streets. Residents should park vehicles in their driveways or garage and not on the street.
This is especially dangerous during nighttime hours. The POA Board gives temporary exceptions for
holidays, group meetings, etc. (Article VIII, sections 3 & 5)
2. Parking on grass and sidewalks. At no time should vehicles be parked on residence lawns or
sidewalks. The POA Board may grant exceptions for police and emergency vehicles. (Article VIII,
sections 3 & 5)
3. Parking of Trailers and RV’s. Any type of trailer (travel, utility, etc.) and RV’s may not be permanently
stored at your residence. Additionally, they must be parked on your driveway and not on your lawn.
You may keep trailers and RV’s at your residence for a maximum of 2 weeks within a six month period.
(Article VIII, section 5)
4. Maintenance of yard. All developed lots within the subdivision must maintain their yards in a clean
and sanitary condition. Developed lots must keep their grass at no more than six inches. Yards must be
trimmed and edged to conform to subdivision standards. (Article XIII, section 5 and Exhibit C‐ Property
Maintenance)
5. Noise and animal control. All pets must be restricted to owner’s residence unless leashed. While
walking dogs or pets, they must be kept on a leash. Animal waste and droppings should be bagged and
not left in neighborhood yards. Constant loud barking dogs or other types of loud noise should be
controlled to stop possible annoyance or nuisance to neighbors. (Article IX & X)
6. SHEDS. Prior to building or buying any type of shed or outside storage, the plans MUST be approved by
the Architectural Review Committee (ARC). This approval should be in writing and permanently kept by
the property owner to prove compliance. Property owners should become familiar with POA rules and
covenants as documented in POA covenants and bylaws. ( Article VIII, Section 3 and various other
pages in covenants and bylaws)
COVENANT COMPLIANCE REPORTING FORM Valley View Estates Property Owners Association
PO Box 517 Farmington, AR 72730
This form must be used to report possible POA covenant violations to the Board for any necessary corrective action.
Please complete each section of this form completely. Any missing information will not be addressed by the POA Board.
Your response is confidential and will only be seen by POA Board members. Your comments will not be shared with
anyone outside the POA Board.
This form can be provided to the Board in one of the following three ways:
Mail the completed form to the Valley View POA Post Office Box (see address above)
Complete the form and place it in the drop box placed at the Valley View guard shack at the corner of HWY 170 and Club House Pkwy. The drop box should be installed by the end of February 2017.
Please describe the possible covenant violation: _______________________________________________________